APPROVED Minutes of the November 14, 2017 Meeting of the Asharoken Board of Trustees

Incorporated
Village of Asharoken

Board of Trustees Meeting

Tuesday, November 14, 2017 7:30pm

At the Village Hall

Approximate
Attendance (9)

Officers Present:

Greg Letica, Mayor

Pam Pierce, Deputy Mayor

Melvin Ettinger, Trustee

Ian Jablonski, Trustee

Officials & Appointees Present:

Nancy Rittenhouse, Village Clerk

Emily Hayes, Treasurer

Bruce Migatz, Village Attorney

Barry Bradley, Sanitation Operator

Doug Adil, Superintendent of Buildings

Raymond Mahdesian, Officer-in-Charge

Marty Cohen, Chairman of the Board of Conservation

The Pledge of Allegiance was said.

Publication of meeting was confirmed.

Trustee Jablonski made a motion to approve the regular
board minutes for October 3, 2017 seconded by Trustee Ettinger.

Trustee Ettinger AYE

Trustee Jablonski AYE

Deputy Mayor Pierce AYE

Mayor Letica AYE

Motioned Carried.

Mayors Report;” During the month of October and the first
two weeks of November the Village has been working in conjunction with the Town
of Huntington to reach a solution to the failing seawall.

The Huntington Town Board on October 17th approved a
resolution on to share the costs of a coastal engineer for technical advice
related to the project. Additionally, on October 20th Deputy Mayor Pierce,
Supervisor Frank Petrone, Deputy Supervisor Pat Delcol, Coastal Engineer Aram
Terchunian and I had a productive meeting at Town Hall to discuss our next
steps. As soon as there is something substantive to report I will do so.

I am happy to report that the Village has received a
final reimbursement from FEMA in the amount of $24,006 towards the construction
of the new Village Hall. This payment was the result of the amendment made to
the original project work sheet for the mandatory insurance reduction. This
closes out the Village’s project worksheet on the Village Hall construction.

There were two very high moon tides recently which would
have normally resulted in the back flooding of Asharoken Avenue near Village Hall.
I am glad to report that the new check valve worked perfectly and there was no
flooding of the road.

The Village had submitted a request to FEMA for
reimbursement for $2800 for Asharoken’s costs incurred from winter storm Stella
on March 14-15of 2017. We were informed that the request has been
approved and will be sent shortly.

The Village received the results of its financial audit
as well as the Village court audit conducted by the accounting firm of Skinnon
and Faber. The Village continues to be in excellent financial shape and the
audit only had a couple of minor recommendations.

Finally, the annual holiday party, held at the Northport
Yacht Club, was another incredible success. Over 120 residents and guest
enjoyed a wonderful night filled with laughter, delicious food and dancing. It
was great to see a mix of both new and long-time residents attending the
party. Thanks and gratitude goes out to Carole Casamassima for once again
doing a phenomenal job organizing the event. Jean Bonawandt also gets special
thanks for putting together 37 raffle baskets. Jamie Pierce made the floral
centerpieces, Pam Pierce picked up the rest of the slack as always and Emily
Hayes donated a major golf outing donation. This really was the best holiday
party ever and Carole has her work cut out for her to top it next year. My
money is on Carole. Carole was not able to make it tonight, but she wanted to
thank all the residents who participated and attended the party.

Trustee:

Deputy Mayor Pierce reported that during the month she
attended two shared service meetings given by Suffolk County. She met with
Assemblyman Raia providing him with an update on the seawall repair, the hiring
of our coastal consultant and outreach to NYS. She attended the meeting with
the Town of Huntington and represented the Village for a SCVOA meeting. She
reviewed the justice court audit, the recommendations, the draft financial
statements for 5/31/2017, resolution of the FRES participation and the code
violation for 37 Bevin Road. She thanked Carole Casamassima for all her work organizing
the Holiday Party.

Trustee Ettinger reported that during the month of
October he spent time reviewing police related matters with Officer-in-Charge
Mahdesian. He attended the Women of Distinction ceremony and congratulated Pamela
Pierce for her award. On November 4th he attended the Holiday Party;
he noted that it was the best party ever; he thanked Carole Casamassima for all
her efforts. On November 6th he attended a special court session
regarding residents that were fined for a number of violations on the
property. He reviewed the ERB recommendations, the letter from GEI
Consultants, the auditor’s fiscal report, number of FOIL’s, meeting minutes and
vouchers.

Village Attorney: Bruce Migatz reported that the zoning
board met on October 24th they heard two applications; one from Dr.
Marino located at 101-103 Asharoken Avenue, requesting a height variance for a
cupola and weathervane that application was granted. The second application was
from Michael and Sandra Leahy at 9 Kew Court, requesting a rear yard setback
variance for a new deck and that was granted. The planning board did not meet
in October the Browne article 78 has been fully submitted to the court as of
November 9th a decision is expected between 30 to 60 days. The ERB
met on October 30th to adopt their recommendation disapproving the
Akeson dock and Giunta dock. Those recommendations were adopted and sent to
and filed with the Village Clerk to be presented to the Board of Trustees.

Village Treasurer: Emily Hayes Treasurer reported that
the Village received funds from NYS as an additional reimbursement for the new
Village Hall in the amount of $24,006.09. The total vouchers for the month of October
were $50,774.46. There is a separate resolution to approve vouchers and budget
transfers.

Officer-In-Charge: Ray Mahdesian reported that the
department had a good month, 24 summonses, 1 arrest; the police officers
completed their semi-firearms qualification this month. Officer O’Connor conducted
the court audit with the auditors and did a great job.

Sanitation Operator: Barry Bradley reported that
Big Blue is running well. The total trash tons was 20.35 tons, single stream 7.45
tons for total tonnage for the month being 28.66 tons. Yard waste was .86 tons
a total of 68 bags.

Superintendent of Buildings: Doug Adil reported
that he re-reviewed plans for alterations to a home on Asharoken Avenue; he
reviewed plans for a landscape construction for a home on Bevin Road. He issued
Notice of Violation for 3 Bevin Road and 37 Bevin Road under section 46, Unsafe
Buildings & Property Maintenance. He discussed flood zone requirements with
a homeowner and her architect for her home on Asharoken Avenue. The owner is looking
to elevate the home in the New York Rising Program. He attended the ERB meeting;
he attended a Village court hearing regarding a homeowner in Asharoken whose
pool appears to be abandoned. He reviewed proposed tennis court lighting
submittal for compliance with Village Code. Nine inspections were performed for
the month.

Conservation Board Chairman: Marty Cohen noted
that the committees worked on two tree removal applications both were granted.

Resolution
(2017-111) Be It Resolved,
that the Village Board approves the budget transfers for the month of October 2017.

Trustee Ettinger made a motion to approve, seconded by Trustee
Jablonski.

Trustee Ettinger AYE

Trustee Jablonski AYE

Deputy Mayor Pierce AYE

Mayor Letica AYE

Motioned Carried.

Resolution (2017-112) Be It Resolved, that the
Village Board does hereby approve the vouchers for the month of October 2017 in
the amount of $50,774.46.

Mayor Letica made a motion to approve, seconded by Trustee
Jablonski.

Trustee Ettinger AYE

Trustee Jablonski AYE

Deputy Mayor Pierce AYE

Mayor Letica AYE

Motioned Carried.

Resolution (2017-113) Be It Resolved that the
Village Board does hereby authorize the Mayor to sign a First Amendment to the
Collective Bargaining Agreement by and between Incorporated Village of
Asharoken and The Police Benevolent Association to include an amendment to
subparagraph (D) of Section 15 (Health Insurance), effective immediately.

Trustee Ettinger made a motion to approve, seconded by Trustee
Jablonski.

Trustee Ettinger AYE

Trustee Jablonski AYE

Deputy Mayor Pierce AYE

Mayor Letica AYE

Motioned Carried.

Resolution (2017-114) Be It Resolved that the
Village Board does hereby accept the audited Financial Statements for year end
5/31/2017, the Financial Statements have been filed with the Village Clerk,
published and available for inspection.

Mayor Letica made a motion to approve, seconded by Deputy
Mayor Pierce.

Trustee Ettinger AYE

Trustee Jablonski AYE

Deputy Mayor Pierce AYE

Mayor Letica AYE

Motioned Carried.

Resolution (2017-115) Be It Resolved that the
Village Board does hereby accept the audit for the Justice Court of the Village
of Asharoken covering the period October 1, 2016 through September 30, 2017.

Trustee Ettinger made a motion to approve, seconded by
Deputy Mayor Pierce.

Trustee Ettinger AYE

Trustee Jablonski AYE

Deputy Mayor Pierce AYE

Mayor Letica AYE

Motioned Carried.

Resolution (2017-116) Be It Resolved that the
Village Board does hereby approve a tent permit for James Zima located at 28
Bevin Road from November 15, 2017 to January 31, 2018.

Mayor Letica made a motion to approve, seconded by Trustee
Ettinger.

Trustee Ettinger AYE

Trustee Jablonski AYE

Deputy Mayor Pierce AYE

Mayor Letica AYE

Motioned Carried.

Resolution (2017-117) Be It Resolved that the
Village Board does hereby ratify the participation in the Multi-Jurisdiction
Hazard Mitigation Plan Update, the Village agrees to submit a summary of any
resources expended in working on the Multi-Jurisdiction Hazard Mitigation Plan
update to Suffolk County.

Deputy Mayor Pierce made a motion to approve, seconded by
Trustee Ettinger.

Trustee Ettinger AYE

Trustee Jablonski AYE

Deputy Mayor Pierce AYE

Mayor Letica AYE

Motioned Carried.

Resolution (2017-119) Be It Resolved, that the
Village Board does hereby adopt the following schedule for monthly regular
meetings for the calendar year 2018 meetings to begin at 6:30pm at the Asharoken
Village Hall, One Asharoken Avenue, Northport, NY 11768, subject to change.

Regular Meeting, Tuesday,
January 9th, 2018

Regular Meeting, Tuesday,
February 6th, 2018

Regular Meeting, Tuesday, March 6th,
2018

Regular Meeting, Tuesday, April 3rd,
2018

Regular Meeting, Tuesday, May 1st,
2018

Regular Meeting, Tuesday, June 5th,
2018

Regular Meeting, Tuesday, July
10th, 2018-Organizational Meeting

Regular Meeting, Tuesday, August
7th, 2018

Regular Meeting, Tuesday,
September 4th, 2018

Regular Meeting, Tuesday,
October 2nd, 2018

Regular Meeting, Tuesday, November
13th, 2018

Regular Meeting, Tuesday,
December 4th, 2018

Deputy Mayor Pierce made a motion to approve, seconded by
Trustee Jablonski.

Trustee Ettinger AYE

Trustee Jablonski AYE

Deputy Mayor Pierce AYE

Mayor Letica AYE

Motioned Carried.

Resolution (2017-120) Be It Resolved, that the
Village Board does hereby adopt the following schedule for monthly Special/work
session meetings for the calendar year 2018 meetings to begin at 4:00pm at the
Asharoken Village Hall, One Asharoken Avenue, Northport, NY 11768, subject to
change.

Special/Work Session Meeting,
Tuesday, January 23rd, 2018

Special/Work Session Meeting,
Tuesday, March 20th, 2018

Special/Work Session Meeting,
Tuesday, June 26th, 2018

Special/Work Session Meeting,
Tuesday, September 18th, 2018

Special/Work Session Meeting,
Tuesday, November 27th, 2018

Mayor Letica made a motion to approve, seconded by Deputy
Mayor Pierce.

Trustee Ettinger AYE

Trustee Jablonski AYE

Deputy Mayor Pierce AYE

Mayor Letica AYE

Motioned Carried.

Resolution (2017-121) Be It Resolved, that the
Village Board does hereby approve an increase in compensation to Raymond
Mahdesian as Officer-in-Charge of the Asharoken Police Department at an hourly
rate of $70.00 and a maximum salary of $82,000, effective July 1st,
2017.

Trustee Ettinger made a motion to approve, seconded by
Mayor Letica.

Trustee Ettinger AYE

Trustee Jablonski AYE

Deputy Mayor Pierce AYE

Mayor Letica AYE

Motioned Carried.

Resolution (2017-122) Be It Resolved, that the
Village Board does hereby approve the services for Parker landscaping for the
2017/2018 winter season snow removal for village hall parking area and
entrances in the amount of $150.00 per snow fall of 1” to 6” and $250.00 for 6”
to 12”.

Trustee Jablonski made a motion to approve, seconded by
Deputy Mayor Pierce.

Trustee Ettinger AYE

Trustee Jablonski AYE

Deputy Mayor Pierce AYE

Mayor Letica AYE

Motioned Carried.

Resolution (2017-123) Be It Resolved that the
Mayor does hereby appoint the following uncompensated individual to the Duck
Island Harbor Dredging Committee, John Lento for a term to end July 2018,
subject to Board approval.

Trustee Jablonski made a motion to approve, seconded by
Trustee Ettinger.

Trustee Ettinger AYE

Trustee Jablonski AYE

Deputy Mayor Pierce AYE

Mayor Letica AYE

Motioned Carried.

Resolution (2017-124) Be It Resolved that the
Village Board does hereby approve a permit for use of firearms to Barbara
Bergold located at 299 Asharoken Avenue, Northport, NY 11768; use of the permit
is for clay pigeon sport.

Mayor Letica made a motion to approve, seconded by
Trustee Ettinger.

Trustee Ettinger AYE

Trustee Jablonski AYE

Deputy Mayor Pierce AYE

Mayor Letica AYE

Motioned Carried.

Resolution (2017-125) Be It Resolved that the
Village Board does hereby authorize the Mayor to sign the one (1) year
extension for the Inter-municipal Agreement with the Town of Smithtown to
continue participating in the Single Stream Recycling program, agreement is to
expire on 12/31/2018, Village Attorney approved as to form.

Deputy Mayor Pierce made a motion to approve, seconded by
Trustee Ettinger.

Trustee Ettinger AYE

Trustee Jablonski AYE

Deputy Mayor Pierce AYE

Mayor Letica AYE

Motioned Carried.

Resolution (2017-126) Be It Resolved that the
Village Board does hereby authorize the Mayor to sign the Multi-Modal #4 PIN
#OMS572.30A project application, information sheet and smart growth checklist
required by NYSDOT for highway reconstruction funding eligibility.

Deputy Mayor Pierce made a motion to approve, seconded by
Trustee Ettinger.

Trustee Ettinger AYE

Trustee Jablonski AYE

Deputy Mayor Pierce AYE

Mayor Letica AYE

Motioned Carried.

Mayor Letica opened up the meeting for public session.

During public session, three comments/questions were
made.

1.A
resident commented on the how the agenda is structured. The concern was that
the resolutions are approved prior to the public session and the residents
cannot comment on them prior to approval. The one resolution that was of
concern was on the tent permit. Mayor Letica noted that we send out the agenda
the day before the board meetings. The residents can submit questions via an
email to the Board members. The current agenda structure has been in place for
approximately 36 years. Mayor Letica noted that he was the first Mayor to at
least send out the agenda the day before the meeting allowing more time for
residents to review.

2.A
resident asked if the board members have access to all the reports related to
the two dock applications. Also asked how the board envisions discussing the
dock applications. Mayor Letica noted that the ERB has researched this issue,
and received numerous public comments in favor and against; they have considered
this matter very carefully and have made their recommendation to the Board of
Trustees. He noted that I don’t foresee having more public hearings on these
applications. The board members will be taking the extra time to review the
material and will discuss at the next board meeting.

3. A
resident commented on the dock application. She noted that she hopes the board
reviews the material very carefully and that no more public input is requested.
She commented that if the code was just simply read and decided upon over a
year ago, a lot less people would have been unhappy. She commented that it
would have been better if it was simpler and the facts were followed rather
than peoples feelings.

Mayor Letica made a motion to close the public session,
seconded by Trustee Ettinger.

Trustee Jablonski AYE

Trustee Ettinger AYE

Deputy Mayor Pierce AYE

Mayor Letica AYE

Motioned Carried.

Mayor Letica made a motion to adjourn the meeting,
seconded by Trustee Ettinger.

Trustee Jablonski AYE

Trustee Ettinger AYE

Deputy Mayor Pierce AYE

Mayor Letica AYE

Motioned Carried.

The November 14, 2017 Regular board
meeting of the Board of Trustees was adjourned at approximately 8:05pm.